C2C-Issue RFP Emergency Disaster Debris Monitoring ServicesCOMMISSION ITEM SUMMARY
Condensed Title:
Request For Approval To Issue A Request For Proposals (RFP) For Emergency Disaster Debris Monitoring
Services.
Key Intended Outcome Supported:
Maintain Miami Beach Public Areas & Rights of Ways City Wide. Maintains City's Infrastructure
Supporting Data (Surveys, Environmental Scan, etc.): N/A
Issue:
Whether the Mayor and City Commission should approve the issuance of the RFP?
Item Summary/Recommendation:
A comprehensive debris management plan is an essential and critical element in the efficient recovery efforts
when a disaster strikes. Emergency crews can only access critical areas of the City as well as handle emergency
health and welfare cases if debris is removed from the roads and access areas.
The Federal Emergency Management Agency (FEMA) provides public assistance funds for debris clearance and
removal and disposal operations. Eligible applicants include State and local governments. In order for the City of
Miami Beach to receive assistance for disaster debris removal the City must implement a debris removal
monitoring service. This service is provided by independent consultants that are selected by the City to provide
this service. Monitoring of debris removal and disposal contractor activities is a critical component in successful
debris operations and in the justification and documentation of any application for FEMA Public Assistance
funding. The responsibility of these Consultants will be to deploy trained debris monitors to observe and
document contractor activities. At a minimum these monitors should be stationed at all pick-up and disposal sites.
The scope of services will include, but will not be limited to items such as:
• Conduct post-storm debris quantifications and response operations planning
• Monitor multiple contractors, at the direction of the City
• Certify contractor vehicles and complete safety checklists
• Issue and sign multipart load tickets from field monitored positions
• Conduct staging area monitoring to include validating truck haul quantities signing lead tickets and
ensuring trucks are empty on departure
• Implement and maintain a disaster debris operations management system linking load ticket and
Temporary Debris Management Site (TOMS) information to support reconciliation and documentation
• Troubleshoot collection delays and other operational issues in work areas
• Provide daily and weekly updates to the City
• Conduct final inspections, monitor TDMS restoration and deliver closeout reports
• Perform other related assignments as directed by the debris management office or designated City
personnel
THE ADMINISTRATION RECOMMENDS THE ISSUANCE OF THE RFP.
Advisory Board Recommendation:
Financial Information:
Source of
Funds:
OBPI
Financial Impact Summary:
MIAMIB
37
AGENDA ITEM C;l C
DATE cJ-3-/2-
M!A/'v'\J BE:
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov
COMMISSION MEMORANDUM
TO:
FROM:
DATE:
Mayor Matti Herrera Bower and Members of the City Commission
Jorge M. Gonzalez, City Manager \ ~
February 8, 2012 U
SUBJECT: REQUEST FOR APPROVAL TO ISSUE A REQUEST FOR PROPOSALS (RFP)
FOR EMERGENCY DISASTER DEBRIS MONITORING SERVICES.
ADMINISTRATION RECOMMENDATION
Approve Issuance of the RFP.
KEY INTENDED OUTCOMES SUPPORTED
Maintain Miami Beach Public Areas & Rights of Ways City Wide.
Maintain City's Infrastructure.
BACKGROUND
A comprehensive debris management plan is an essential and critical element in the efficient
recovery efforts when a disaster strikes. Emergency crews can only access critical areas of the City
as well as handle emergency health and welfare cases if debris is removed from the roads and
access areas.
The Federal Emergency Management Agency (FEMA) provides public assistance funds for debris
clearance and removal and disposal operations. Eligible applicants include State and local
governments. On August 28, 2005, FEMA determined that the damage in certain areas of the State
of Florida resulting from Hurricane Katrina which occurred on August 24, 2005, and with Hurricane
Wilma shortly after, were sufficient in severity and magnitude to warrant a major disaster declaration
under the Robert T. Stafford Disaster Relief and Emergency Assistance Act, 42 U.S.C. §§ 5121-
5206 (the Stafford Act).
FEMA was authorized to provide assistance for debris removal and emergency protective measures
(Categories A and B) under the Public Assistance program, in the designated Florida disaster areas,
Hazard Mitigation throughout the State, and any other forms of assistance under the Stafford Act to
be deemed appropriate. Direct Federal assistance was authorized and Miami-Dade County as well
as the City of Miami Beach was eligible for assistance for Debris Removal services.
In order for the City of Miami Beach to receive assistance for disaster debris removal the City must
implement a debris removal monitoring service. This service is provided by independent consultants
that are selected by the City to provide this service. Monitoring of debris removal and disposal
contractor activities is a critical component in successful debris operations and in the justification
and documentation of any application for FEMA Public Assistance funding. The responsibility of
these Consultants will be to deploy trained debris monitors to observe and document contractor
activities. At a minimum these monitors should be stationed at all pick-up and disposal sites.
38
Commission Memo Emergency Disaster Debris Monitoring Services RFP
February 8, 2012
Page 2 of4
The City currently has contracts with the following four companies for the prov1s1on of these
services: CRB Environmental, Malcolm Pirnie, Beck, Inc and CDM. The current contracts are
schedule to expire on September 1 , 2012 and have two (2) additional options for renewal. The
resulting contracts will be in effect for the beginning of Hurricane Season, June 15
\ 2012.
SCOPE OF SERVICES
Provide Disaster Debris Monitoring Services in the City of Miami Beach. To perform these services,
the CONSULTANT shall:
• Conduct post-storm debris quantifications and response operations planning
• Monitor multiple contractors, at the direction of the City
• Certify contractor vehicles and complete safety checklists
• Issue and sign multipart load tickets from field monitored positions
• Conduct staging area monitoring to include validating truck haul quantities signing lead
tickets and ensuring trucks are empty on departure
• Implement and maintain a disaster debris operations management system linking load ticket
and Temporary Debris Management Site (TOMS) information to support reconciliation and
documentation
• Troubleshoot collection delays and other operational issues in work areas
• Provide daily and weekly updates to the City
• Conduct final inspections, monitor TOMS restoration and deliver closeout reports
• Perform other related assignments as directed by the debris management office or
designated City personnel
Note: Payment(s) for such services must not exceed reasonable limits acceptable to FEMA.
The term of contract will be for three (3) years with the sole option and discretion of the City to
renew for two (2) additional one (1) year periods.
EVALUATION CRITERIA
The procedure for proposal evaluation and selection is as follows:
1. Request for Proposals issued.
2. Receipt of proposals.
3. Opening and listing of all proposals received.
;
4. An Evaluation Committee, appointed by the City Manager, shall meet to evaluate
each proposal in accordance with the requirements of this RFP. If further information
is desired, proposers may be requested to make additional written submissions or
oral presentations to the Evaluation Committee.
5. The Evaluation Committee shall recommend to the City Manager the proposal or
proposals acceptance of which the Evaluation Committee deems to be in the best
interest of the City.
39
Commission Memo Emergency Disaster Debris Monitoring Services RFP
February 8, 2012
Page 3 of4
The Evaluation Committee shall base its recommendations on the following factors, for a
total of 1 00 possible points:
Evaluation Criteria/Factors:
• The experience and qualifications of the Consultant
• The experience and qualifications of the Key Personnel
• Cost
• Methodology and Approach.
• Plan for ensuring quality of work
• Past performance Evaluation Surveys
Weight
15 points
25 points
30 points
10 points
10 points
10 points
LOCAL PREFERENCE: The Evaluation Committee will assign an additional five (5) points to
Proposers, which are, or include as part of their proposal team, a Miami Beach-based vendor
as defined in the City's Local Preference Ordinance.
VETERANS PREFERENCE: The Evaluation Committee will assign an additional five (5)
points to Proposers, which are, or include as part of their proposal team, a small business
concern owned and controlled by a veteran(s) or a service-disabled veteran business
enterprise, as defined in the City's Veterans Preference Ordinance.
6. After considering the recommendation(s) of the Evaluation Committee, the City
Manager shall recommend to the City Commission the proposal or proposals,
acceptance of which the City Manager deems to be in the best interest of the City.
7. The City Commission shall consider the City Manager's recommendation(s) in light of
the recommendation(s) and evaluation of the Evaluation Committee and, if
appropriate, approve the City Manager's recommendation(s). The City Commission
may reject City Manager's recommendation(s) and select another proposal or
proposals.
8. In any case, City Commission shall select the proposal or proposals acceptance of
which the City Commission deems to be in the best interest of the City. The City
Commission may also reject all proposals.
9. Negotiations between the selected proposer and the City Manager take place to
arrive at a contract. If the City Commission has so directed, the City Manager may
proceed to negotiate a contract with a proposer other than the top-ranked proposer if
the negotiations with the top-ranked proposer fail to produce a mutually acceptable
contract within a reasonable period of time.
10. A proposed contract or contracts are presented to the City Commission for approval,
modification and approval, or rejection.
11. If and when a contract or contracts acceptable to the respective parties is approved
by the City Commission, the Mayor and City Clerk sign the contract(s) after the
selected proposer(s) has (or have) done so.
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Commission Memo Emergency Disaster Debris Monitoring Services RFP
February 8, 2012
Page 4 of4
Important Note:
By submitting a proposal, all proposers shall be deemed to understand and agree that no
property interest or legal right of any kind shall be created at any point during the aforesaid
evaluation/selection process until and unless a contract has been agreed to and signed by both
parties.
CONCLUSION:
The Administration recommends the issuance of the RFP for Emergency Disaster Debris
Monitoring Services.,
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